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Online Memberships

TABLE OF CONTENTS

 

Introduction

This manual explains how to set up ‘Memberships’ to sell online, the process of selling them online and the procedure for when the member(s) arrive onsite.

Quick Reference - Summary List:

Load ‘Membership Types’

  • Click on a ‘Membership Type’ that will be sold online.
  • Click the ‘Allow Selling on Internet’ box so it becomes ticked.
  • Click the  button next to ‘Membership Price’.

(which loads the PLU the membership uses to get a price).

  • Click on the ‘Sell Item on Internet?’ box so that this becomes ticked.
  • Next click on ‘Apply’ then ‘Close’.
  • For all other membership types that will be sold online repeat the above three steps.
  • Click on ‘Close’ once finished to exit this screen. 

Load ‘Bookable Resources’

  • Create a ‘Bookable Resource’ for the first ‘Membership Type’ that can be sold online.
  • Click the  button next to ‘Unit Price’.
  • Find and select the same PLU as used on the ‘Membership Type’.
  • Click on the ‘Allow Booking from Internet’ box so that this becomes ticked. Click on ‘Apply’.
  • For all other membership types that will be sold online repeat the above three steps.
  • Click on ‘Close’ once finished to exit this screen. 

Load ‘Booking Templates’

  • Create a new template and enter the ‘Template Name’ and select the ‘Booking Type’ as required.
  • Under the ‘Dated/Undated’ option select ‘Open Dated Tickets’.
  • For ‘Template Style’ select ‘Memberships’.
  • Tick the box ‘Allow from Internet’ then click ‘Save’.
  • Next click ‘Add’ and click on the ‘Bookable Resources’ created previously, so they become ticked.
  • To update your online templates, click on ‘Website Login’ button. Enter your password and click ‘Login’.
  • Click on ‘Update Templates’ and then press ‘Ok’. Wait for five minutes for the update process to finish.
  • Test how the template works online by clicking ‘View’ (to the right of the ‘Website URL’ box)
  • Click on ‘Close’ once finished to exit this screen. 

Setting Membership Types to Sell Online

Load the Membership Types;

Tick the ‘Allow Selling on Internet’ box for all memberships to be sold online.

Click the  next to ‘Membership Price’ which will load the PLU the membership uses to get a price.

Tick the box as shown below to allow this PLU to be sold online.

Setting 'Bookable Resources' to Sell Online

  • Load the ‘Bookable Resources’ screen (Setup > Bookings > Bookable Resources).
  • Create a new bookable resource by clicking on the  button.
  • Enter a ‘Code:’ for the resource as required.

            N.B. this can be an alpha-numeric code, as long as it is unique.

            (i.e. the code is not already used for any of the other ‘Bookable Resources’)                                           

  • Enter the required name for this resource in the ‘Description:’ box.

            (N.B. this description will be shown online so enter a description the customer will easily understand)

  • Always set the ‘Number Available’ to be 9999.
  • In the ‘Unit Price:’ box click on the  button.
  • Link the resource to exactly the same PLU code as the ‘Membership Price’ PLU for this ‘Membership Type’.
  • Tick the ‘Allow Booking from Internet’ box.

You only need to amend the highlighted fields shown below.

Creating a Booking Template

  • Open the 'Booking Template's screen (Setup > Bookings > Add/Edit Booking Templates).
  • Create a new ‘Booking Template’ by clicking on the  button.
  • Enter the ‘Template Name’ as required (please note this will appear as the heading on the website).
  • The ‘Booking Type’ can be selected as required (these can be set up in Setup >System >Lookup Items)
  • The ‘Dated/Undated’ option must be set to ‘Open dated tickets’.
  • The ‘Template Style’ must be set to ‘Memberships’.
  • Tick the box ‘Allow from Internet’ to enable this to be sold online.

HTML Header:

If required you can enter your own text that will appear in the header section of the web page for this specific ‘Booking Template’, this is known as the ‘HTML Header’. To do this click the ‘Edit’ button, enter the required HTML and click ‘OK’.

HTML Trailer:

If required you can enter your own text that will appear in the trailer section of the web page for this specific ‘Booking Template’, this is known as the ‘HTML Trailer’. To do this click the ‘Edit’ button, enter the required HTML and click ‘OK’.

HTML Layout:

Do not use this (used by our web developers only)

Once all the required information has been entered as required, click on the ‘Save’ button 

Now click on the name of the template you just created, so that it is highlighted.

Click the ‘Add’ button.

You will now see a “pick list” showing all the ‘Bookable Resources’ previously setup.

  • Find and click on the required ‘Bookable Resources’, so they become ticked.
  • Once all the ‘Bookable Resources’ are selected, click ‘Ok’.
  • Click the ‘Save’ button to save any changes to the template.
  • Next click on the ‘Website Login’ button and follow the usual process to update your online templates.
  • Wait at least 5 minutes for the update to complete, then click on the ‘View’ button.
  • Test that the online membership page works as required.

The next section shows an example membership page and how it works online.

Example Membership Page Navigation

The customer must choose the quantity of each membership they require.

Some memberships may be eligible for Gift aid and need the customer to accept or decline.

If Gift Aid is an option, the ‘Gift Aid Declaration’ below is displayed.

The customer then decides whether to accept the ‘Gift Aid Declaration’ or not.

To do this, they simply tick the relevant box.

You will now see a second question.

The customer must answer this to clarify whether Gift Aid is applicable.

 

Please note:

The below screenshots are based on a a Version 1 memberships page.

Some customers have Version 2 of the online memberships page, which will works slightly differently to the below screens.

The customer will fill in the details for each membership.

 

Mandatory fields have red asterisks.

Customer will choose whether to mail shot or not by selecting the required option.

 

Please note:

The above screenshots is for customers that do not have our GDPR module.

For customers with the GDPR module set up to work online, the above will be replaced by their GDPR options grid.

Once the customer has entered in all the details they can select to pay now or edit the details.

You will see the membership person’s name besides each of the memberships.

The customer will then be prompted to select the billing address.

They can select the address of one of the previously entered people.

Alternatively, if the billing address is someone else, select ‘New Person’ and enter their details.

The customers will then fill in their payment details and pay for the memberships.

Once the transaction is completed the customer will receive a membership confirmation email,

Membership Retrieval Upon First Visit

Using the confirmation email, the members will have received temporary card numbers linked to each individual member. Any one of these numbers can be used to bring up the full account.

Click on the ‘Membership Wizard’.

Enter one of the card numbers in to the ‘Swipe card’ box.

Now click into any of the other boxes (e.g. postcode). The software will now recognize this is a valid membership and load the membership details on to the screen.

Now enter the card number of the new card that you have taken out of the box for this member.

If required, take the picture for this member (as long as a compatible webcam is installed).

To do this click on ‘Preview’ to start the webcam and then click ‘Capture’ to take the photo.

If no picture is required simply enter the new card number only for the first member.

Then click the ‘Next’ button to take you to the next member.

Repeat the above process for the next member (if required).  

Once all member’s card numbers and photos have been updated, click ‘Next’.

This will take you to the below screen.

If nothing has changed, then simply click on the ‘Next’ button.

Alternatively amend the details if required, then click on the ‘Next’ button.

You will see the following screen.

Members should now have proper cards and the member’s pictures have been taken (if required).

The process is now complete end to end from setup, purchase and completing via the till in order to obtain the formal cards and take member pictures (if required).

This process can be done via the new member ‘Wizard’ in the Merac back office software also, so there is no reason why this must be performed on a till. It is the same Wizard used on both the till and in the Merac back office software.